Frequently asked questions regarding the Calendar application
Yes you can attach files to meeting invitations. In order to do this, just click on New Event, enter in all needed information and when done, click on the attachment tab and attach whatever files you may need.
Yes. To change colors associated with specific Calendar:
1.) Click on color box located to the right of the user's shared calendar
2.) Click desired color
Yes. To change Holidays by Country:
1.) Click on Preferences
2.) Click on Holiday (under Calendar section)
3.) Choose desired Country
4.) Click Save
Yes. To change Holidays by Religion:
1.) Click on Preferences
2.) Click on Religion (under Calendar section)
3.) Choose desired Religion
4.) Click Save
Yes. To change the view of Calendar:
You can change the default Calendar view by:
1.) Clicking on Preferences
2.) Clicking on
3.) Using the drop down menu and selecting desired view (Monthly, Weekly, or Daily)
4.) Click Save
Yes. To create a New task in Calendar section:
1.) Click on New Task (located at top of Calendar)
2.) Fill in Title,
Yes. You can drag drop appointments. If the appointment was created by you or the appointment is in a shared calendar when user has granted you full access. Simply:
Left click and hold down. Drag event to desired location and release.
Yes. To receive Email Notifications:
1.) Click on Preferences
2.) Click on
3.) Click on check box next to Through: Email
4.) Click Save
To share your calendar with a group of your contacts:
1.) Click on Preferences
2.) Click on Calendar Sharing (under Calendar section)
3.) Select which level of access you want to grant
4.) Click on group which you would like to Insert
5.) Click Insert
6.) Click Save
To change the first day of the week in the calendar:
1.) Click on Preferences
2.) Under General Settings
3.) Select the desired first day of the week
4.) Click Save
To change available work days within your calendar:
1.) Click Preferences
2.) Under Calendar section click on General Settings
3.) Select the available work days
4.) Click Save
To change the calendar name:
1.) Click on Preferences
2.) Under Calendar section Click on General Settings
3.) In Calendar Name type in desired name
4.) Click Save
Yes. To change the Calendar time Increments.
1.) Click on Preferences
2.) Click on General Settings
3.) Next to Calendar View Increment select desired Increment
4.) Click Save
In order to change the time when you receive appointment notifications you would:
1.) Click on Preferences
2.) General Settings
3.) Adjust the Reminder Time accordingly.
4.) Click Save
There are multiple ways to add an appointment to your calendar: two which lend themselves best to quickly adding appointments which require few details and do not involve inviting other attendees, and another used when doing detailed event planning and inviting other attendees.
Highlight & Type: To add an event, simply highlight the desired block of time on your calendar, and type a description. If needed, you can add additional details or
invite attendees by right-clicking on the event and choosing “Edit Event”.
QuickAdd: To add an event, simply type a description into the QuickAdd scheduling box. This convenient feature recognizes times, activities, days and dates, and schedules your event using a set of built-in rules of thumb. For example, if no time is specified, “lunch” is assumed to start at noon and last 1 hour. If needed, you can add additional details or invite
attendees by right-clicking on the event and choosing “Edit Event”.
Right-Click Menu: To add an event, left-click on the desired date and start-time, right-click, and select “New Event”. An appointment screen will appear with the desired date and time. From there, enter the desired attendees (if any), location and description, as well as any reoccurances (as necessary)
1.) Right-click on the event instance you would like to delete
2.) Select delete instance.
Once you have created a new event in your Calendar, you can easily view or edit the details of that event.
1) To view the Subject, Start, and End times for an existing event, simply mouse over the event entry on your Calendar. A text box will appear, displaying the desired information.
2) To change the date or Start time of an event you have scheduled, you may either:
- Drag & drop the event to the new desired Start date and time. Events may be dragged to either the main calendar view, or any small calendar view. Dragging & dropping from one date to another will result in no change in the desired Start time.
- Grab the top or bottom edge of an event and resize it to change its duration.
To invite an attendee, type the email address or username of the person you wish to invite. Or, if the person you wish to invite is in your address book, use the SimpleClick feature by clicking the name of this person from your Contacts list pane.
Note: You must have full access to a shared calendar In order to make changes to it.
1.) Click the Calendar icon
2.) Click on the link of the calendar name in the bottom-center of the page
3.) Verify you are in the correct calendar by checking the upper-left corner of the calendar
4.) Make change to appointment
To Print your calendar:
Choose the view in which you would like to view your calendar (Daily, Monthly, Weekly) and then click on the Printer icon in order to print this view.
1.) Click Preferences in the upper-right corner of the screen
2.) Click Calendar Sharing
3.) Click in the textbox for the type of access you want the user to have to your calendar
4.) Click the user or group from the contacts pane or type in the users email address or username
5.) Click the Save button
To turn off appointment notifications:
1.) Click Preferences
2.) Under the Calendar section, click General Settings
3.) Set the Remind drop-down menu to No Reminder
4.) Uncheck Email and Popup
5.) Click the Save button
When other users have shared their calendars with you, there are two options for the manner in which their schedule data is presented to you:
1) All calendars which have been shared with you will be listed in the Calendars Shared Tab of your Calendar view. Simply click on the users name within the Shared tab in order to view only that individual’s calendar.
2) To view your own calendar overlaid with the calendars of one or more other colleagues, check the boxes of the users whose schedules you wish to see overlaid on your own. This feature can greatly simplify the scheduling of meetings.
To display the birthday in your calendar:
1.) Click on the Contacts Icon
2.) Click on Contact
3.) Click on Edit
4.) Click on Details Tab
5.) Click Type in Birthdate or click on small calendar icon and choose date
6.) Check Show birthday in my calendar
7.) Click Save
Yes, you can email all attendees of a specific calendar event. To do this, you can right click or double click on a specific calendar event and then click on the attendees screen. Once on the attendees screen you can then click on the 'Email all attendees' button and a new email compose window should open up with all attendees email address populated in the 'To:' field.
The convenient Quick Add feature recognizes times, activities, days and dates, and schedules your event using a set of built-in rules of thumb. For example, if no time is specified, “lunch” is assumed to start at noon and last 1 hour. If needed, you can add additional details or invite attendees by right-clicking on the event and choosing Edit Event.
Free/Busy access allows users to only view appointment times. No other appointment information is displayed.
“Free-Busy Sharing”: which displays free and busy time blocks only, with no
details regarding Subject, Attendees, etc.
“Read-Only Sharing”, which displays both free/busy time and event details,
but does not permit changes to event dates, times, or details.
“Full Sharing”, or Administrative Access, which allows users to not only view
your calendar, but also provides the ability to add and edit appointments.
Note: Users of other Calendar systems can only have Free-Busy Sharing
You can assign each user which you are sharing calendars with a color in order to organize these shared calendars better. When selecting a specific calendar to view, the assigned color will show up on your calendar while viewing. If you clear your cache in the browser, this will reset these colors back to the default colors originally assigned and remove the assignments which you have previously saved.
If your appointments are displaying with the incorrect time then:
Check the Windows system clock and make sure that the time zone is set to your current local time zone. The calendar runs off of the Windows system clock and would be affected in the application if this was changed or altered in any way.
There is a delay on the time it takes a meeting request to be created, and the time it takes to show up in the calendar. The request immediately shows up in the MyDay section, but is delayed when showing up on the calendar itself.